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ON SITE SYSTEMS, INC.
Environmental Health & Safety Assistant
EH&S Assistant
Chemical Inventory Database
Web User Manual
(Revised 08/28/2009)
© 2000 On Site Systems, Inc.
23 N. Gore Ave, Suite 200
St. Louis, MO 63119
Phone 314 963-9934 • Fax 314 963-9281
Medical College of Georgia
Environmental Health & Safety Division
1405 Goss Lane, CI-1011
Augusta, Georgia 30912
Phone: 706-721-2663
Fax: 706-721-9844
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Table of Contents
INTRODUCTION
ƒ Purpose of the Program
ƒ Technical Support
1
1
1
GETTING STARTED
ƒ Accessing the Program
ƒ Changing Your Password
ƒ Basic Navigation
2-4
2
3
4
MAIN MENU
ƒ Access Choices
ƒ Time-Out System
5
5
5
CHEMICAL INVENTORY
ƒ Inventory Window: Viewing & Sorting Options
ƒ Inventory Window Sorting Options
ƒ Preview/Print Inventory Reports
ƒ Preview/Print Chemical Fact Sheets
ƒ Preview/Print Chemical Inventory Audit Report
ƒ MSDS Search
ƒ Adding & Editing Chemicals in Your Inventory
ƒ Adding Chemical Window: Fields & Functions
ƒ Editing or Deleting a Chemical in Your Inventory
TRAINING
6-21
6
7-8
9
10
11
12
13
14-20
21
22
WASTE PICKUP
ƒ Submitting a Request for Pickup
ƒ Adding Waste Container Details
ƒ Preview Print Waste Container Labels
ƒ Accessing the Waste Labeling Systems from the Main Menu
23-29
23
24-27
28
29
ORDER FROM CHEMICAL STOCKROOM
ƒ Introduction to the Chemical Exchange Program
ƒ Submitting a Request for Pickup of Exchange Chemical
ƒ Completing the Exchange Container Details
ƒ Preview/Print Exchange Label
ƒ View/Order from the List of Exchange Chemicals
30-33
30
31
31
32-33
33
REPORTS
34
PERMIT WORKER REGISTRATION
35
CONCLUSION
36
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iv
INTRODUCTION
This manual does not attempt to explain how to use Windows components-dialog boxes, check boxes,
pointers and cursors, list boxes and drop-down list boxes. All these are common to all Windows programs,
and we’ve assumed you understand how to use them. Please refer to your Windows documentation for basic
Windows training, or select Windows Tutorial from Program Manager’s Help Menu.
The EH&S Chemical Inventory Database is firewall and password protected. It cannot be accessed from offcampus resources. It cannot be accessed without a designated login name and password. User access it
limited. You will not be able to access or view any information other than your own.
Purpose of the Program
The Medical College of Georgia’s Environmental Health & Safety Division (EH&S) worked with On Site
Systems Inc. to develop this software package to serve as a management and regulatory compliance tool. At
our chemical user’s request, we included a Web based chemical inventory and waste management system,
which was linked to a catalog of chemicals. The chemical catalog contains more than 13,500 chemicals with all
of the physical, chemical, and regulatory information we could use to assist us in managing and tracking the
chemicals from the time they arrive on campus until they are consumed in process or transported off site for
disposal as a hazardous waste. Our chemical users can now update their chemical inventories, review critical
chemical health, safety, and disposal information, request a pick up of the hazardous waste they produce, and
print a “Hazardous Waste” label that is compliant with regulatory requirements using the Web application.
The Chemical Inventory Database is designed to collect, store, maintain, and manage an avalanche of data
for use in compiling information and reports for our chemical users, institutional decision makers, and federal,
state, and local regulators.
Technical Support
Environmental Health & Safety Division help is available by:
Phone: (706) 721-2663 Monday thru Friday 8:00 am – 5:00 pm CST
Fax: (706) 721-9844
Email:
[email protected]
Division of Information Technology Support and Services help is available by:
Phone: (706) 721-4000 Monday thru Friday 8:00 am – 5:00 pm CST
Fax: (706) 721-7296
Email:
[email protected]
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Getting Started
All areas where chemicals are used and/or stored are expected to support and participate in regulatory
compliance efforts, and use the Chemical Inventory software for updating their inventories and for completing
hazardous waste collection and labeling operations.
Access to the Program
Access to the Chemical Safety Assistant Web Application is provided by the Chemical Safety Office. A link to
the program is provided on the Environmental Health & Safety Division’s Chemical Safety Office web page at:
http://www.mcg.edu/services/ehs/chemsafe/chemsafe.htm
Click on “Chemical Inventory Database”
The following screen will appear.
This is your Chemical Safety Assistant login window:
•
•
•
Enter in your designated User Name.
Hit Tab and type in your designated Password.
Then click on [LOGIN]. This will log you onto the system.
Please contact the Chemical Safety Office if you have not been assigned a User ID and initial Password.
Dolly Hobbs, Hazardous Materials Technician
Phone: (706) 721-2663 Monday thru Friday 8:30 am – 5:00 pm CST
Fax: (706) 721-9844
Email: [email protected]
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Changing Your Password
After receiving your access password from the Chemical Safety Office, you should use the password to login
and set your password to something you can remember. Your password requirements for this program are the
same as with all MCG software.
Password Requirements
1. Must be at least 8 characters in length,
2. Must contain at least one number (or one letter if you use all numbers).
3. Must not be shared with anyone else.
How to Change Your Password
1. At the login window, Type in your designated User Name.
2. Tab to the next field and type in your designated Password.
3. Click on [Change Password].
4. In the next window Type in your New Password, tab to the next field, type in the New Password again
to Confirm, then Click on OK.
5. When the login window re-appears, type in your New Password and Click on [Login].
The next screen to appear will be the Main Menu.
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Basic Navigation
The Web Browser menu bar does not function once you
have opened the program.
Basic Commands will be:
1. [ Main Menu ] to go back to the Main Menu for
program module selection.
2. [<Back ] to go back to the previous window.
3.
[Log Off] to exit the program
4. The above commands are all bold and in Red at the
top of the window.
Other Commands will be:
1. Words in “Blue” font color, sometimes underlined
2. An arrow at the right end of a field indicating pick list
3. Selection button, such as a radio button or check
box where you will click to mark a selection,
4. Menu bar, or
5. A [?] to indicate a search engine following the
respective field.
4
Main Menu
When you have logged into the program, the first window you see is the Main Menu. The Main Menu allows
controlled access to MCG’s Chemical Safety Assistant Web Applications.
You have Six Choices that Perform the Following Functions
1.
2.
3.
4.
5.
6.
Inventory – View, print, or update your Chemical Inventory and preview/print a Chemical Fact Sheet for
each chemical in your inventory.
Training – View your staff training records
Waste Pickup – Request a chemical waste pickup from the Chemical Safety Office and produce a label
for the waste container.
Reports – View or print select reports
Permit Worker Registration – Request to have a worker added to your lab
Order from Chemical Stockroom– View list of Chemicals in Exchange Stockroom and request delivery
for any item listed..
To Exit the program – Click on [Log Off]
Time-Out System
If you are not working in the program, you must [Log Off]. You may not leave the program running
continuously. This program has a time-out system that will automatically shut down your connection when
the program remains inactive for extended periods of time. Allowing the Time-Out function to activate may
cause problems with your computer. This feature is part of the security systems. It is in your best interest to
[Log Off] and close the program when it is not in use.
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Chemical Inventory
Inventory Window
ƒ
From the main menu, under CHEM click on Inventory.
The Inventory Log screen will appear. The Web Browser commands do not function within the
Chemical Program. Use the [Main Menu] to go back to the Main Menu where you have the program
selection choices, [<BACK] to go back to the previous window, and [Log Off] to exit the Chemical
Program.
You have the following Inventory Viewing Options
1.
2.
View Current Inventory
ƒ Items Received/Ordered on (Date)
ƒ Show All Items
ƒ Chemicals by Description look-up
Click on the Radio Button to the right of
the item to select the view you would
like to see.
View Disposed Inventory
ƒ Items Received/Ordered on (Date)
ƒ Show All Items
ƒ Chemicals by Description look-up
Default is the Current Inventory.
The inventory view selected will be
displayed at the bottom of the screen
3.
View Archived Inventory
ƒ Items Received/Ordered on (Date)
ƒ Show All Items
ƒ Chemicals by Description look-up
4.
Add Receipts – add a chemical to your inventory
5.
Edit – edit the information for any chemical in your inventory
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You have the following Inventory Sorting Options
1.
Items Received/Ordered on – displays chemicals ordered/received on a specific date.
2.
All Items – displays all chemicals listed in
your inventory. Mark this item, and all of
your chemicals are displayed at the bottom
of the window.
3.
Show me chemicals by Location –
displays chemicals grouped by building and
room number.
4.
Show Chemicals by 1st Letter – allows
you to view chemicals in alphabetical letter
groups.
5.
Show me Chemicals where” - This
command is followed by two search parameter selection fields and a blank field. Using this option, you
may display a specific chemical, or a group of chemicals that contain or start with the same parameter
you enter.
How to Execute the Sorting Commands
1. Click on “Items Received & Ordered on” and Enter a
date. Then click on “Show” - This displays all
chemicals ordered or received on a specific date.
2. Click on “All Items” - This will display all of the
chemicals in your chemical inventory.
3. Click on “Show me Chemicals where” This command
is followed by two search parameter selection fields and
a blank field.
a. In the first field you may select Chemical
Description, CAS#, Catalog # or Chemical #.
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ƒ
ƒ
ƒ
Chemical Description is the chemical name,
CAS# is the Chemical Abstract Service
Number,
Catalog# is the Vendor Catalog Number –
ignore this selection, we do not enter it as a
primary indicator because of the multiple
suppliers for campus labs.
Chemical # is the file number for the Material
Safety Data Sheet– do not use this as a search
criteria.
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b. In the next field you may choose Starts with,
Contains, or Equals. These terms are self
explanatory.
c. In the Blank field, you will type your search
parameter - Chemical Description (Chemical
Name) or CAS # (include the hyphens when you
type this in).
d. When you have finished typing in one of the
above search items, Click on “Show”. All of the
chemicals in your inventory that fit your search
parameters will appear at the bottom of the
window.
4. Show Chemicals by Location, When you mark this
option, a location selection field will appear. Click on
the [?] to select the building/room location.
5. Show Chemicals by 1st letter, Click on the alphabet
letter desired.
6. Sort by Column: Click on the column to sort your
inventory by any column – one click for ascending,
two clicks for descending.
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Preview/Print Inventory Reports
From the Inventory Window you may preview/print various formats of your chemical inventory provided in
the reports list. There are currently three formats for viewing your chemical inventory. Additional formats
may be presented. Suggestions are welcomed.
Under [-Reports--] you have the following Inventory Reports:
1. Chemical Inventory by PI – inventory items are ordered by Inventory #.
2. Chemical Inventory by PI and Storage Location – inventory items are ordered by the storage location
in your lab.
3. Chemical Inventory by PI and Building Lab Room – inventory items are grouped by building and
Room number.
To Preview/Print an Inventory Report
1. Click on the arrow to the right of
[---Reports---]
2. Scroll up or down and click on the report name of the report you wish to run.
3. When the file download window appears, Click on [Open] to view the report.
4. When the report is displayed, you may execute “Print”
or “Save As” under the “File” Command.
Click on
Report
Name
File>Save
or
File>Print
Click Open
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Preview/Print Chemical Fact Sheets
From the Inventory Window you may preview/print a Chemical Fact Sheet for each chemical in your chemical
inventory. The Chemical Fact Sheet contains all information that has been entered in the program’s Chemical
Catalog. The information presented includes: chemical formula, molecular weight, chemical properties, health
hazards, storage recommendations, hazardous waste properties, personal protection recommendations, and
other information. It is not a Material Safety Data Sheet (MSDS). It is a summary of information from various
resources. Material Safety Data Sheets are still maintained by the Chemical Safety Office, and are available
upon request.
To Preview/Print a Chemical Fact Sheet:
1. Click on the “All Items” to display all of the chemicals in your inventory.
2. Click on “Highlight” to mark the Chemical,
3. At the [--Reports--] field, Click on the arrow to the right of the field and scroll down to the report
“Chemical Catalog Fact Sheet Highlighted Chemical” to run the report.
4. When the “File download” window will appears, Click on [Open]
5. When the Chemical Fact Sheet report appears, you may execute the “File> Print” or “File>Save”
Command.
If you would like to
contribute to the
Chemical Information
provided in the
Chemical Catalog, send
a copy of the MSDS
for the product to any
member of the
Chemical Safety Office,
by e-mail, Fax: (1-9844)
or by intra-campus mail
(Chemical Safety Office
– CI-1011).
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Preview/Print Chemical Inventory Audit Report
From the Inventory Window you may preview/print a Chemical Inventory Audit Report. This report contains
all of the information provided to the Chemical Safety Office for Emergency Contact and Room Placarding at
the top of the report. You should review this information for accuracy periodically, and forward any
corrections to the Chemical Safety Office. Also included on the report is a list of all the chemicals in your
inventory along with the quantity and amount in storage. You may use this for reviewing and updating your
chemical inventory. At minimum, review and update your inventory twice a year – by June 30th and by
December 31st of every calendar year.
To Preview/Print a Chemical Fact Sheet:
1. Go to the [--Reports--] field, Click on the arrow to the right
of the field and scroll down to the report “Chemical Audit “
to run the report. A “File download” window will appear
when the report is ready.
2. Click on [Open] to view. You may execute the “Print” or
“Save” under the “File” Command..
3. The Chemical Audit Report can be use to review and update
your chemical inventory and lab placard information.
4. At the top of the report, Principal Investigator information
reflects current laboratory placard information. Contact the
Chemical Safety Office to have this information updated as
needed.
5. Below you will find a list of your
chemicals grouped by room. You
may use this to review and update
your chemical inventory.
6. At minimum, you shall review
and update your inventory twice a
year – by June 30th and by
December 31st of every year.
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MSDS Search
This application allows you to search for an MSDS on the Web without exiting the program.
ƒ
Clickon [ MSDS Search ] to the left of the chemical name in the inventory screen to search for a
Material Safety Data Sheet (MSDS) without closing the program. The program activates the web
browser and does an automatic search of the Sigma Web site for the MSDS using Google, and displays
the search results.
ƒ
If the items displayed do not match your chemical, you may conduct a search for other chemical
vendors who also manufacture and distribute the chemical using the Google Search engine.
When you have finished your search and closed the web browser, you will return to the Inventory
Screen.
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Hard copies of Material Safety Data Sheets (MSDS) are still available through the Chemical Safety
Office (CSO). To request a copy of an MSDS, call the CSO at 1-2663.
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Adding and Editing Chemicals in Your Inventory
From the Inventory Window you may add, edit, or delete a chemical from your chemical inventory. The
operations performed to Add or Edit a chemical in your inventory are very similar.
1. Click on [+Add Chemical+] to open the [Adding Chemical ] screen.
2. Click on [Select ] to the left of a chemical description/name to open the [ Editing Chemical ] screen.
3. Notice that the Adding Chemical Screen and the Editing Chemical Screen contain the same fields.
The fields in both screens function exactly the same.
Adding
Editing
4.
You may change any item in the Editing Chemical screen except the Inventory #. Inventory numbers
are assigned by the database and are unique to every item in the inventory.
5.
You may also remove a chemical from your Inventory through the Editing Chemical Screen. Click the
checkbox in front of the words “Totally Disposed?”to mark the chemical, then Click on “Save/Return”
to delete a chemical from your inventory.
6.
All fields highlighted in Pink are required in both the Adding Chemical Screen and the Editing
Chemical Screen. You must enter data in these fields in order to save. Fields that are not highlighted in
pink are optional.
7.
Using your Tab key will take you to each required field. If you would like to use the optional fields,
click on the field.
8.
Where the [ ? ] appears following a blank field, it indicates that a pick list or search engine is available for
that field. Click on the question mark [ ? ] to activate the search engine or open the pick list. You will find
the question mark following the Vendor, Lab, Chemical Description/Name, Storage Location, and
Contact fields. For Vendor, Lab, Storage Location, and Contact, there is a pick list. For Chemical
Description there is a search system.
9.
When there is an arrow to the right of the field, there is a pick list attached to the field. Click on the
arrow to select from the pick list. You will find the arrow in Volume/Size, Storage Device, and Date fields
for Month and Day. In the Year field, highlight and type the number.
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Adding & Editing Windows: Fields & Functions
The Adding & Editing Windows contain the same fields which also function in the same manner. If you learn
the fields and functions in one you are also learning the fields and functions in the other. The only difference
between the two is access and contents. One window contains data, which you will edit. The other does not.
Therefore, we are going to present the details of the [ Adding Chemical ] window in this next section.
1. Catalog # is the Vendor/Supplier Catalog or Product order number. This field is optional, except when
you are using the “Not In Catalog” marker to load your chemical information.
2. CAS # is the Chemical Abstract Service number, which specifically identifies the chemical. This number
can be found on the MSDS and is often printed on the original container label. The CAS # reads from
right to left following the pattern, one number, hyphen, two numbers, hyphen, and several numbers.
[Example: 7654-32-1] When you enter a CAS # in this field, the program will auto-search the Database
Catalog for a corresponding chemical name and load it in the Chemical Description field
3. “Search Catalog” the Default item, “Search Catalog” is
marked when you open the screen. When this is marked
you must search for the chemical by clicking on the
question mark [? ] to the right of the Chemical Description
field. This opens an engine that allows you to search your
“Personal Catalog” or the Database Catalog for the name of
your chemical.. The Database Catalog currently contains
information for over 13,000 chemicals, and is growing daily.
4. “Not in Catalog” was provided to allow users to
continue loading their inventory item after they have
conducted a search and determined that the product is not in the database catalog. When this is marked,
you may by-pass the search load requirements, and type in the Chemical Description/Name, and it
becomes mandatory for you to enter the
Catalog # and the Vendor name.
5. Vendor This is the company or manufacturer
you purchased the chemical from. Click on the [
? ] to open a Vendor pick list. When the Vendor
list opens, Click on Vendor Code or Vendor
name to select. Use the scroll bar to the right of
the screen to move up and down the list. If you
do not see your vendor on the list, send an e-mail
to [email protected] with the vendor
information and a request to have it added. You
will receive a reply when the request is
accomplished.
Note: If you mark the “Not in Catalog”, you must type in
the full Chemical Name as it appears on the container or
MSDS, and you must complete the “Catalog #” and
“Vendor” fields in order to save your entry. When the “Search Catalog” is used the Catalog # and Vendor
name are optional – you may enter them if you would like to do so, but they are not required.
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6. Lab is the laboratory where the chemical is stored. This is a required field. You must select a lab for each
chemical. Click the [?] to access the Lab selection pick list. Only your authorized labs will be displayed. If
you do not see your lab on the lab selection list, contact EH&S Technical Support. (See page 3 for
Support Information)
a. When you click on [SELECT] the building and room number for the lab selected will auto-load into
Adding Chemical lab field and the name of the building will auto-load in the following field.
b. Note that [Last] follows the [ ? ] after the Lab field. If there are multiple chemicals to be added to the
same lab, you may click [LAST] after you have entered and saved your first chemical, and the lab used
for the previous entry will auto-load into the field.
7. Inventory# is automatically assigned by the CS Assistant program and is unique to each entry. Tab to the
next required field. You may change any field in the Editing or Adding chemical Window, except the
Inventory #.
8. PO# is your purchase order number – this is optional, you may use it or leave it blank.
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9. Totally Disposed? When you no
longer have a chemical and you wish
to remove it from your inventory,
Click on [Select] to the left of the
item you wish to delete to open the
Editing Chemical screen. Look
for “Totally Disposed? And Click
on the checkbox. Click on
Save/Return.
10. “Chemical Description.” The
“Chemical Description” is the name
of the chemical. In this field you
have two options:
a. You may leave the default
marker at “Search Catalog”
and Click on the question mark
[ ? ] following the Chemical Description field to activate a search engine to load the chemical name.
b. Or, You may mark the “Not in Catalog”, When you mark this, Click on the blank field for Chemical
Description and type in the Name of your chemical. Remember to enter Vendor & Catalog #.
11. You should always search for your chemical first. In order for chemical specific information to attach
to your inventory item, it must be linked to the database Chemical Catalog. Adding a chemical to your
inventory by selection using the search engine automatically attaches it to the catalog.
12. The “Not in Catalog” command was provided to allow a user to add a chemical to their inventory that
was not found in the Database Catalog. If you must use this command, you will be required to provide
enough information for the CSO staff to get a Vendor specific Material Safety Data Sheet (MSDS) for the
item. The MSDS is used to load the chemical into the database catalog, classify the chemical according to
EPA, DOT, and DHS guidelines, and to link the data to your inventory entry.
13. To search for the Chemical Description: Click on the [?] to the right of the Chemical Description field to
activate the search system
a. This program contains a database Chemical Catalog with more than 13,000 chemicals. The
database Chemical Catalog is maintained by Chemical Safety Office Staff.
b. It also produces a “Personal Chemical Catalog” which is a list of all the chemicals you have ever had
in your Chemical inventory. Each time you add a chemical to your inventory, it is also added to your
personal catalog.
c. The Chemical Catalog in this database has the common chemical name and most synonyms by which
a chemical may be known. When you search by chemical name in the database, you are searching a list
that contains almost all possible names for the chemicals.
14. When you click on the question mark [ ? ], a search window will appear.
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15. There are three search options available. You may use any one or combination of the three..
a. Show me Chemicals where Vendor is,
b. Show me Chemicals where [Chemical
Description, or CAS # [Starts with,
Contains, or Equals], and
c. Show me Chemicals that are in my
“Personal Catalog”.
16. As long as the “Show me Chemicals
that are in my Personal Catalog” is
marked you will be searching your
Personal Chemical Catalog. You may
mark this and any of the two items to
search your “Personal Catalog” by Vendor
or by Show me Chemicals Where (Chemical Description or CAS#] is [Starts with, Contains, or Equal to].
a. If you have included the Vendor for each chemical in your inventory, you may search your “Personal
Catalog” by specific vendor. Click on the box before “Show me Chemicals where Vendor is”,
then Click on the arrow to the right of the blank field to pull up a pick list of vendors.
b. To select the vendor, Click on
the Vendor name. A list of
chemicals for the vendor chosen
will appear at the bottom of the
screen. Click on the chemical
name or CAS # to select the
chemical. If you do not wish to
search by vendor in your Personal
Catalog, do not mark the “Show
me Chemicals where Vendor is”
selection.
17. To search outside of your “Personal
Catalog”, you must unmark the Show
me Chemicals that are in my
"Personal Catalog" (previously
received). Vendors are not included in
the Database Catalog because several vendors may supply each chemical product.. Therefore, you must
also unmark this selection.
18. “Show me Chemicals that are Appendix A Listed” is a list of chemicals identified by the Department
of Homeland Security (DHS) as Chemicals of Interest with screening threshold quantities or STQs. This
listing is set aside in the database to let users know that special requirements must be met to possess these
chemicals. Any facility that possesses a chemical on this list, at or above the STQ for any of the applicable
security issues, must register with the DHS using the online Chemical Security Analysis Tool (CSAT) and
complete and submit an online report called “Top-Screen. DHS then uses this information to determine if
the facility must meet any other requirements as listed under the CFATS regulation. The CSAT
registration and Top-Screen Reports are completed by the Chemical Safety Officer. All chemicals under
this listing must be reported to the Chemical Safety Office immediately.
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19. “Show me Chemicals where” Mark this, and nothing else,
to search the 13,294 chemicals that are presently in the
database Chemical Catalog for the chemical you are adding to
your inventory. Then do the following:
a. In the first selection field you may search by [Chemical
Description or CAS #]. The Chemical Description, is
the chemical name, the CAS # is the Chemical Abstract
Service Number. Catalog # is the vendor catalog number
we do not enter this information into the database as a
primary indicator because there are multiple suppliers for
most chemicals. Chemical # is the MSDS file number,
we do not expect you to know this number. Click on the
arrow to the right of the field and select Chemical
Description or CAS #.
Description
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b. In the second selection field you
may select [Starts with, Contains,
or Equals ] begin with the first
option – “Starts with”.
c. In the third field, which is blank,
Type in the Chemical Name or
CAS #, including the hyphens as
you type (example: 7654-32-1), then
d. Click on “Show”. The window will
display all of the chemicals in the
Catalog that match what you typed
in the blank field.
e. Double click on the [Chemical Name] or
the CAS# to select the chemical you want.
20. The Adding Chemical screen will appear
with the Chemical Name, CAS #,
Chemical Formula, and to the next
required field, or Click on the field you
would like to fill. –
ƒ
Remember, if you have searched your
“Personal Catalog” and the “Database
Catalog” and you cannot find the
chemical,
ƒ
Mark the entry as “Not in Catalog.”
and type in the chemical name., and
you must also enter the Vendor name
and the Vendor’s catalog # before you
can save your entry.
200
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21. Physical State [Solid, Liquid, or Gas]
you must mark one of these. Click the
radio button to the left of the Physical
State that matches your chemical. Tab to
the next field.
22. The “# of Units” is the number of
containers of the specific chemical. The
default number is 1. To enter any number
higher than 1, all of the containers must be
the same size and same unit of measure.
For example, if you have 2 containers of
Methanol and they are all 1 liter in size,
you may enter the number 2 in the “#
of Units” field. If one container is 1 liter
and the other is 500 mL, then you will
have to enter the two containers
separately. Type in the [#of Units] and
Tab to the next field.
23. The “Quantity per Unit” the
numerical amount for the container size.
Type in the [Quantity per Unit] and Tab
to the next field.
24. In the “Volume/Size” the unit of
measure for the container, G=Grams, mg=Milligrams, etc. – click on the arrow to the right of the field to
access the units pick list.
25. BOCA is an acronym for “Building Officials & Code Administrators” from the National Building Code
regulation used in the construction and enforcement of school buildings. In this case, BOCA Amount is
the total amount for the chemical calculated
in pounds or gallons. The system
automatically converts your units of measure
to pounds or gallons when you Click the
[Calc] following BOCA Amount.
26. [Storage Location] is the location of the
chemical in your lab, this field is optional,
you may use it if you’d like. To choose from
a pick list click on the [?] following the field.
Click on Select to choose the storage
location. If you do not wish to use any of
the pick list items, Click on Cancel at the top
of the window. This will take you back to
the Adding Chemical window. Click on the
blank field and type in your location
description.
27. Notice that [Last] follows the [? ]. When you have multiple entries, after you have saved your first entry,
you may use this command to enter the last location previously saved.
19
28. [Storage Device] Storage Device has a pick list that is
accessed by Clicking on the arrow to the right of the field,
scroll down the list and click on the item of choice.
29. The [Chemical Formula] is part of the data entered in the
database chemical catalog. It will automatically load when
you enter the Chemical name from the Database catalog.
30. [Receipt Date] is a required field. The Default is the
Current date. If you would like to change it, Click on the
arrow to the right of the Month and Day or type in the month
and day in the displayed format. The Default year is the
current year.
31. Lbs/Gal Convert – is converted by the database when you
enter the number of containers and container size and save, if
the product is linked to the Database Catalog.
32. [Open Date] is an optional field, unless the chemical you are
entering is a time sensitive material (peroxides and peroxide forming
compounds). For these materials, you must enter a Date Opened. The
calendar works the same as the Receipt Date. After you have entered a
date, Click [Calc] for Expiration Date. The program will calculate an
expiration date for you, based upon the time limit that the chemical can
remain in storage. In addition, the inventory program is set up to notify
you when a time sensitive material has expired and the CSO should be
notified to pick it up for disposal.
33. [Order Date] is optional. You may use it or leave it blank.
34. [MSDS Location] all Material Safety Data Sheets are stored at
Chemical Safety Office, Default location is loaded.
35. [Contact Name] is the laboratory contact. Click on the [ ? ] to
the right of the field to select from a drop-down list. This is an
optional field.
36. [Phone Number] is optional. Click on the field and type in the
number.
37. Comments: use this to provide us with any additional information you think may help us to classify the
product according to its health and safety risks, and to collect the MSDS for the item.
38. Click [SAVE & Add Another Chemical] to save and add another chemical without having to reload the
lab.
39. Click on [Save/Return] to save the entry and return to the inventory screen. [Cancel] to cancel the
operation. You will be returned to the current inventory display.
20
Editing or Deleting a Chemical in Your Inventory
Everything in the Editing Chemical window appears and works the same as if you were adding a chemical to
your inventory.
1. Click on [ Select ] in the inventory screen.
2. In the “Editing Chemical” - You may change
anything in this window except the Inventory
Number [Inventory #] and the Chemical Name.
3. All items highlighted in pink are required
fields. You may change information in these
fields, but you may not delete information and
leave the field blank.
4. Fields that are not highlighted in pink are
optional.
5. Using your Tab key will take you to each required field.
6. If you would like to change an optional fields, click on the field and type in your changes.
7. Multiple containers of a specific Chemical must be of the same Quantity per Unit and Volume/Size to be
loaded as one entry.
• For example: if you have four, 1 liter
containers of methanol. You may enter 4
as the # of Units, 1 as the Quantity per
Unit, and GL as Volume/Size.
• If the containers are not the same, you
must enter them separately.
8. Totally Disposed? – if the chemical has been
consumed in process and you would like us to
remove it from your inventory, Click in the
box next to this command “Totally Disposed”
to mark the chemical for removal.
9. Click on Save/Return at the bottom of the window to save your changes,
10. Click on Cancel if you do not want to save your changes.
11. You should update your Inventory at least twice a year – By January 1st and July 1st every year.
21
TRAINING
This application only applies to training provided by sections under Environmental Health & Safety Divisions
such as the Chemical Safety Office, Radiation Safety Office, or the Biological Safety Office. Through this
application, the P.I. has access to his/her training history and the training history of any employee who works
directly for him/her under him/her. Training history is entered by EH&S staff members.
ƒ
From the main menu, under
CHEM click on Training.
1. The screen displayed is a listing of
the Principal User logged-in and
all workers attached to this user.
2. Click on the [VIEW] for the
person that you would like to view
training records for.
3. Training information consists of
all classes complete. From the
completed status future recurrent
training requirements can be calculated
by adding the course frequency to the
training date. A listing of Training Due
Dates is available under Reports.
4. Click [BACK] to exit this user records
and select another worker. Click [MAIN
MENU] to exit the training module.
22
WASTE PICKUP
All Hazardous Chemical Waste must be processed through the Chemical Inventory Database for pickup.
From the Main Menu, you will select the Waste Pickup application. Using this application, you will request a
pickup of your hazardous chemical waste, provide the details of what is in your hazardous waste container, and
produce a label to attach to the container. The label you produce will remain on the container from the time it
leaves your laboratory, until it is recycled/reclaimed, treated/neutralized, or incinerated for disposal at a TSD
facility. All containers offered for hazardous waste collection must have the “Hazardous Waste” label l
attached. You will also have access to edit or delete existing waste pickup requests or enter a new waste pickup
request through this application.
ƒ
From the main menu, under CHEM click on Waste Pickup
Submitting a Request for Chemical Waste Pickup
1. Click on +Add Request+ to add a request
for pickup chemical waste.
2. The P.I. code and name are inserted
automatically. Request # [P070201013] is
generated by the program, do not change
this information.
3. Request Date: The Current date is inserted
4. Lab/Location: Click on [?] for a list of
your labs. Click on [Select] to choose your
lab.
5. Contact click on [?] to insert the name of the
lab contact, or type in the name
6. Contact’s Phone type in the number.
7. Comments: Type in any information about
the waste. You may use this to tell us where
your waste will be located in the lab for pickup
or if you need such supplies as Formalex or
Charcoal..
8. Campus: click on [ ? ] and select MCG
9. Waste Generator: click on [ ? ] and select MCG.
10. Click [SAVE]
23
Adding Waste Container Details
In this window you will add the details for the waste you would like picked up. All of the information you
enter in this window will be for one container. If you have more than one container of chemical waste, you
will enter more than one detail for this request. The first field is Request #: [P070201013] , this number is
selected by the database – do not change this number, Go to the next item.
All question marks [ ? ] and arrows at the end of a field function in the same manner as identified. They will
either activate a search engine or produce a drop-down pick list.
Beginning at the top of the window the following information must be added for the waste:
1.
Physical Form: (Gas, Solid, Liquid) Click on the radio button that applies
2.
Total Quantity: the numerical
amount for the container size, type in
the number, and Tab to the next
field.
3.
Unit of Measure: the unit of
measure for the container [Grams,
Pounds, Milliliters, Click on the arrow
to the right of the field,, Click on the
unit that applies.
4.
# of Containers this number is 1
[one],. You will enter a separate
waste detail for each individual
container.
Note: All containers must be individually
loaded into the “ Waste Detail,”
section, with the only exception being
flammable liquids.
5.
Container Type, [plastic, glass, metal, etc.] Click on the arrow to the right of the field , click on the item
that applies.
6. Empty Replacement Containers, if you need us to bring replacement containers when we pick up your
waste, enter how many you want us to bring in this field. This field is Optional
7. Replacement Containers Description (if required) type in a description of the type container you
would like us to bring ( example: one gallon plastic, one gallon glass, 2.5 gallon carboy, etc.). This field is
Optional
8. Exchange Chemical ? Use this for Exchange Chemicals only. An Exchange Chemical is a chemical
that is still in the original manufacture container, and still usable. If the chemical is not for exchange, leave
the block unmarked and tab to the next field,
24
After you have entered the top part of the waste detail information, you will then enter the details
about the chemicals that are in the container. All ingredients in the container must be identified
along with the percent concentration for each.
Searching for the Chemical Name
9. [Pick (?)...or Type Chemical -ORChoose an Inventory Item ->] The
blank field below this statement is
used to identify the name or names of
the chemical(s) in the container. You
must search for the Chemical name in
your “Personal Inventory” or the
Chemical Catalog.. Click on the [ ? ]
at the end of the blank field to search
for the chemical name. You
absolutely must use the search engine
to add chemical names to the details
of your waste container – although the
system will allow you to type a
chemical name in the blank field, it will
not link to the hazardous waste
information necessary to identify and classify the waste and produce the appropriate container label
10. The search window that appears looks and functions exactly like the search window used when adding a
chemical to your inventory.
11. You may search using more than
one item. As long as the “Show
me Chemicals that are in my
“Personal Catalog” is marked,
you will be viewing your personal
catalog. Unmark this to search
the Chemical Catalog in the
database.
12. You may search by vendor, only if
you have loaded vendor names
into your inventory. Otherwise,
do not mark “Show me
Chemicals where Vendor is” –
Vendors are not used as primary
identifiers in the Database
Chemical Catalog,
25
13. Mark the Show me Chemicals where
[Chemical Description] [Starts with] to
search for a specific chemical.
a.
[Chemical Description] will allow
you to search by Chemical
Description, or CAS # (ignore Catalog
# and Chemical #, we do not include
these as search options in the
Chemical Catalog). Click on the arrow
to the right in the field to change the
selection to CAS #.
b. [Starts with] leave this field as is.
You can use[Starts with, Contains,
or Equals], but these selections
should only be used when you are not
entirely sure of the correct name for the chemical.
c. In the blank field that follows, type in the name of the chemical [for the CAS #., include the
hyphens [ - ]. Then Click on [Show] in the green box. A list of the chemicals that match your search
criteria will appear at the bottom of the search window.
d. Double click on the Chemical Description or the CAS number to select. The chemical name will
appear in the
14. Inventory # Link: In this field you may link the chemical to your inventory, click on the [ ? ] after
Inventory # Link. Your inventory will appear – click on the item you wish to link. Your inventory will be
adjusted. Since we are looking at Par Values for inventory items, unless you are removing the material
from your inventory entirely – Use this only when you want to remove an item from your inventory.
Otherwise, Do not mark the item - leave this field blank.
15. % Content remains at 100% if this is not a mixed waste. If it is a mixture, you must identify the percent
content or concentration for each chemical in the container:. Calculate the approximate percentage. And
type it in the box beneath % Content
for each chemical in the mixture. This
information does not have to be
precisely accurate, unless the chemical
is Highly Toxic, Extremely Hazardous.
However, it does have to be close
enough in approximation for CSO
staff to determine how to handle the
waste. The total in the lower left
corner should equal 100%, therefore
you should include Inert, or
Nonhazardous materials such as
Water when identifying the contents
of a mixture.
26
16. Click [Attach] to incorporate the information you just entered. The information will appear in the grid
below. Click on detach if you need to remove an item. Repeat steps 1 through 8 for any additional
chemicals in the container. Again, you must perform the search to link all chemicals to the waste
information.
17. Click [Submit]. You will see “Add
Another Container” appear. There
should be one waste detail for each
waste container you want picked up.
If you need to add more waste
containers – click in this button, a
blank detail screen will appear with
only the Request # field filled. Enter
the information for the next container.
Just as you did for the first.
18. When you have finished loading the
last item of container details, click on
Submit, then Exit.
19. The Waste Request screen will appear.
20. Click on View to open the Waste Detail
Window. Here you will see the list of
container details you have entered for
pickup. Notice the History # column – each
container entry has a number.
21. From the Request Detail window, you
may:
a. Add another container by clicking on
+Add+ Request Detail,
b. Edit a detail by clicking on
Edit to the left of the item
you wish to change,
c. Delete a detail by clicking on
Delete,
d. Or Print Hazardous Waste
Container Labels for all
entries.
Items in the Waste Pickup window
will remain there until a Chemical
Safety Office Staff member transfers
it to the waste files which are not
accessible to campus users.
27
Preview/Print Hazardous Waste Container Labels
You will print your Hazardous Waste Container Labels in the Request Details window.
1. In the Request Detail window, Click on Reports in the last column to the right.
2. A small window will appear with a list of label
choices.
•
•
•
•
ƒ
ƒ
ƒ
Avery 8163 – 10 up - 2“ x 4”, ten per page
Avery 5164 – 6 up – 3.3” x 4”, six per page
Avery 5124 – 2 up – 5” x 8”, two per page
Chemical Exchange Avery 8163 – same
size as the 10 up label, only to be used
for exchange chemicals
10 up is a small label, use this when you have
no more than two chemicals in the container.
6 up is a bit larger, use this when you have no
more than 6 chemicals in the mixture.
2 up is ½ page – use this when you have more than
6 chemicals in the mixture.
3. You may print the labels on a plain sheet of paper or
use label sizes that correspond with the Avery label
numbers above. To select an Avery Label size, Scroll
down the list and Click on the label of choice. You
will be asked what label do you wish to print
4. When using labels, you will use this to identify which
label you want to print to – label position numbering begins at the top of the left column, goes down to
the bottom of that column.
5. Position 1 is the first label at the top of the left column, then
2, and so on. Start with position 1 by typing in the number 1
and Click on OK.
6. When the window appears asking you if you wish to open
or save the file, Click on Open.
7. Using the file menu at the top, select File,> Print to print
the label.
8. If the container of chemical waste is small, you may put
the container in a secondary container, such as a plastic bag, plastic bottle, etc., and attach the label to
the secondary container.
9. As long as your request appears in the Waste Pickup Request Main Menu, you may produce a label.
28
Accessing the Waste Labeling systems from the Main Menu
Click on Waste Pickup
In the Add Request window Click on
View to the right of the Request #,
1. When the Add Request Detail
window appears, Click on Reports
in the last column to produce a
label.
2. Click on Main Menu or <BACK at
the top of the window to exit the
Waste Pickup Request application.
3. The steps involved in editing or
viewing an existing request are identical
to adding a request.
4. To Exit the program Click on Log Off
at the top of the window.
5. If you are not working in the
program, you must Log Off. You
may not leave the program running
continuously.
This program has a time-out system that will
automatically shut down your connection
when the program remains inactive for
extended periods of time. Allowing the
program to remain open continuously would
compromise the security of the system, and
allowing the Time-Out function to activate
may cause your computer to lock up. It is in your best interest to Log Off and close the program when
you are not using it.
Waste Pickup Request items will remain on the list until the CSO has picked up the chemical waste and
removed it from the list.
29
ORDER FROM CHEMICAL STOCKROOM
Introduction to the Chemical Exchange Program
The Chemical Exchange Program was developed and implemented in response to the
Environmental Protection Agency (EPA) requirement for hazardous waste minimization and
pollution prevention as described in the Resource Conservation and Recovery Act (RCRA), and as
amended by the Hazardous and Solid Waste Amendments of 1984.
It is managed by Chemical Safety Office (CSO), under the leadership of James S. Davis, PhD, CHP,
Associate Vice President of Environmental Health & Safety Division (EH&S) at MCG.
Kenneth Erondu, the Chemical Safety Officer, Right-to-Know Coordinator, and Manager of the
Chemical Safety Office, supervises CSO staff members who collect unwanted usable chemicals from
various laboratories, store them in a central location for redistribution to other campus laboratories. A
list of the chemicals available through the Exchange Program was published quarterly in the EH&S
Newsletter.
As an improvement to the program, EH&S has made Exchange Inventory available through the EHSA
Chemical Inventory Database. From the Main Menu. Exchange Chemicals are still offered through the
Waste Pickup systems. The Exchange Inventory can now be viewed by selecting the “Order from
Chemical Stockroom” option at the Main Menu. Chemical users can also order any item listed in the
Exchange inventory. CSO staff member will deliver all order items to the laboratory. The Exchange
stockroom list is available to all chemical users who have access to the program.
30
Submitting a Request for Pickup of an Exchange Chemical
From the Main Menu, Click on Waste Pickup.
1. Complete the Request for Pickup window just as
you would if you were requesting a pick up of
chemical waste.
2. Enter a separate Waste Pickup Request for
Exchange Chemicals. Do not enter waste and
exchange chemicals in the same pickup request.
If you have a waste that needs to be picked up
and an exchange chemical to offer, you should
enter two separate requests for pickup – one
request for the chemical waste, and another
request for the exchange chemicals.
3. After entering the request information, Click on
Save. The “Request Detail” window will appear.
Completing the Exchange Chemical Container Details
Complete everything in the Request Detail window, just
as you would for a waste container, with one exception:
You will mark the request detail as an Exchange
Chemical.
To mark the entry:
ƒ
Click on the check box to the right of the words
“Chemical Exchange?” to identify your entry
as an exchange chemical.
You may enter more than one exchange
chemical on a request for pickup. There
should be a detail for each container you
wish to offer to the Exchange program.
•
After you have clicked on Submit for the
first container details, you will see “Add
Another Container” appear – click on this
to enter another detail.
•
When you have finished entering the last
container information, Click on Submit,
and Exit. the Add Request Window will
appear.
31
Preview/Print an Exchange Label
To produce an Exchange label, you will have to go back to the Add Request Detail Window.
Click on View to the left of the Request # .
In the Request Detail window you may :
1. Add another detail by clicking on
+Add+ Request Detail.
2. Edit any Detail you entered by
clicking on Edit to the left of the item
you wish to change.
3. Delete any Detail you entered by
clicking on Delete.
4. Print an Exchange Chemical
Container Label.
Click on Report in the far right column to
produce a container label for your exchange
chemicals. Notice that Report follows each
container detail that has been entered. It does
not matter which Report you click on. The
system will print a label for every container
detail listed. When you click on Report, a label
selection menu will appear.
•
•
•
•
Avery 8163 – 10 up - 2“ x 4”, ten per page
Avery 5164 – 6 up – 3.3” x 4”, six per page
Avery 5124 – 2 up – 5” x 8”, two per page
Chemical Exchange Avery 8163 – same
size as the 10 up label, only to be used
for exchange chemicals
There is only one label choice for an Exchange
Chemical container: Click on this item to select.
A window will appear asking you: “What Label #
would you like to start Printing on?” Enter the
number 1 in the blank box, then
Click on OK at the bottom of the screen.
When the preview/print is ready a report box will appear
When the Report box appears, Click on “Open” to view the
labels. Use the Menu at the top of the Adobe screen, to print the
report – Select File>Print. Print the labels on a sheet of plain paper, cut out each label, and tape them
to the appropriate container
32
Each container must have its own label attached. When taping the Exchange label to a container – do
not cover or damage the original container label.
Exchange Chemicals are picked up on Wednesday. CSO staff members will transfer the exchange
chemical from the pickup request to the Exchange Inventory.
When offering a chemical for exchange, consider the following:
1. Is the chemical expired,
2. Is the integrity of the container is still good
3. The chemical is not a time sensitive, high hazard chemical, for example:
• Methyl Methacrylate - Polymerization by internally formed Peroxides dispose within 12 month,
• Diethyl Ether –Peroxide hazard dispose within 12 months,
• Chloroform – forms phosgene gas in the head space above the liquid after opening dispose within 2
years
• Formic Acid – decomposed into CO2 Carbon Dioxide causing the container to fail catastrophically,
container may rupture explosively in
storage, time limit 2 years.
View/Order from the List of
Exchange Chemicals
All chemicals offered for exchange will be
available for viewing and ordering under the
“Order from Chemical Stockroom” option
at the Main Menu.
Click on this [ Order From Chemical
Stockroom ] to view or order from the
Exchange Inventory.
ƒ
To request a chemical from the
listing, Click on the field
where you see “0” and type in
the number of containers you
would like delivered, then
ƒ
click on “Place Order.”
A CSO staff member will deliver the
chemical to your lab, and transfer
the item into your inventory.
33
REPORTS
The Reports selection under the Main Menu is designed to provide specialized reports that may be of benefit
to all Chemical Users. All reports added to this section will have view/print privileges.
ƒ
Click on the name of the report to preview in Adobe– pdf format. Use the Adobe menu to print the
report or to save the report to your documents folder.
ƒ
Click on Exit Report Menu to return to the Main Menu, and Log Off to exit the program.
Reports can be added to this section as requested.
34
PERMIT WORKER REGISTRATION
The Permit Worker Registration application allows
the Principal Investigator/PI to request to have a
worker added to any one of his/her laboratories in
the database.
From the Main Menu, Click on the Permit Worker
Registration to access this application.
A worker list will appear. Click on Add New
Worker to access the data window to enter your
worker information.
1. In the worker information screen you are able to
enter the worker’s First Name and Last
Name by typing in the information.
2. ID Number is the worker’s TA# which is
printed on the back of their MCG ID Badge.
If the worker does not have a TA#, enter the
last five digits of their Social Security Number.
3. In the ID Type field, click on the [ ? ] to
access a pick list. Scroll down the list, Double
Click on the type that best describes your
worker.
4. Email address, Fax, and Campus Box are
optional. Work Phone is in most cases the lab
phone number .
5. Department Code is a code for your
depatment. Click on the [ ? ] to access a pick list
for your department. Double Click on your
Department’s Name to select. Department
Name will auto-load when you select your
department code.
6. At the bottom of the window you may enter the
Supervisor and the Training courses your
worker has received. Click on the [ ? ] to access
a pick list for these items. After you have entered
all of your worker’s information,
7. Click on [Submit] at the bottom of the window.
8. To remove a worker – email a request to any Chemical Safety Office Staff member.
35
CONCLUSION
Under Federal, state, and local rules and regulations, all facilities that use or store hazardous chemicals
must collect, store, and maintain an inventory for those chemicals. In conjunction, they must submit an
inventory report to specific state agencies on January 1st and July 1st of every year.
In an effort to meet this requirement, the Chemical Safety Office has developed a Web based chemical
inventory database. This database is used to collect, store, and maintain an avalanche of data, and to
compile reports from the data collected for institutional decision makers and federal, state, and local
regulators.
The institutional information, chemical data, user access and security systems are maintained by a CSO
staff member who serves as the database administrator.
Principal Investigators will be asked to maintain current inventories, with a minimum of semi-annual
updates. Updates are to be completed at least thirty days prior to the report dates listed above, through
the CSA Web chemical inventory database. Principal Investigators will determine which individuals in
their lab will have access to their information in the HPA Chemical Assistant Web Program.
If you experience problems with the CS Assistant Web software, contact the Chemical Safety Office for
assistance at:
Phone: (706) 721-2663 Monday thru Friday 8:00 am – 5:00 pm CST
Fax: (706) 721-9844
Email:
[email protected]
For problems associated with your computer or file server, contact the Division of Information Technology
Support and Services for assistance at:
Phone: (706) 721-4000 Monday thru Friday 8:00 am – 5:00 pm CST
Fax: (706) 721-7296
Email:
[email protected]
36